Personal Assistant

Key Roles and Responsibilities

• Support the Proprietor daily by attending meetings and coordinating with clients, employees, consultants, government officials, and other stakeholders. Schedule meetings, prepare necessary documents, and record important discussions and action points.
• Manage company and project documentation, keeping both physical and digital files organized. Prepare meeting notes, follow-up records, and reports.
• Draft professional correspondence such as official letters, emails, notices, applications, quotations, and replies for clients, government departments, consultants, and employees. Ensure documents are free of spelling or formatting errors before submission.
• Regularly follow up on pending work, approvals, submissions, and coordinate with relevant persons. Maintain a daily follow-up list and update the Proprietor accordingly.
• Travel frequently to various locations for exploration, project visits, environmental and field sites, and accompany the Proprietor on project and client meetings. Coordinate travel arrangements and assist during site visits.
• Coordinate with clients and government departments regarding meetings, documents, and project requirements. Attend official meetings with the Proprietor when necessary and maintain records of communications.
• Provide administrative support including managing appointments, schedules, reminders, phone calls, emails, and office coordination.
• Maintain strict confidentiality concerning company, client, project, financial, and Proprietor information, handling sensitive documents responsibly and ensuring no unauthorized disclosures.

Required Skills and Qualifications

• Fluent English communication skills, both spoken and written, are essential.
• Proficiency in MS Word, Excel, email handling, and document preparation.
• Good typing, organizational, coordination, and time management skills.
• Professional communication and telephone etiquette.
• Effective interpersonal skills and a professional appearance.
• Ability to attend meetings, communicate instructions, and follow up on tasks effectively.
• Willingness and ability to travel frequently to various locations, including offsite and field environments.
• Flexibility in working hours to accommodate meetings, travel, and official duties.

Preferred Candidate Profile

• Experience as a Personal Secretary, Personal Assistant, Executive Assistant, Secretary, Office Coordinator, or Administrative Assistant is advantageous.
• Comfortable with frequent travel, documentation, project/site visits, and direct coordination with the Proprietor.
• Interest in environmental, forestry, wildlife, field projects, and outdoor activities is a plus.
• Confident, presentable, active, responsible, organized, and adaptable to both office and field work settings.